Subject: The upcoming annual summer picnic goals
Activities Committee team,
The upcoming annual summer picnic for all employees and their families is paramount to the corporate social responsibility’s framework of this organization. With the date for the annual picnic set for August 1st, it is our outmost responsibility to ensure that everything is in place before the marked date. As it is our organization’s tradition, all the necessary preparation should be concluded a week before the given date for the annual picnic.
It is the objective of the Activities Committee to engage in discussion and deliberations regarding the successful planning of the summer picnic. As your team leader, I have put into consideration contributions put forward by Committee members towards the necessary steps of ensuring that the event would be successful. It is the objectives of the Activities Committee to introduce newer and exciting games rather than utilizing those that were used in the previous years. As advised through this committee, I would like to report that plans to have new games is set and leaders of each games have already been booked for the day. The catering company has already been identified and approved with introduction of healthier meals, especially considering the current food choices. The Activities Committee is expected to provide suggestions and settle for healthier foods, which will need to be communicated to the catering company three weeks before the event.
Lastly, the success of the annual picnic will be determined by our thorough planning and setting objectives and timelines for their actualization. With the committee’s efforts, the timeline for the planning progress is as follows:
- Book venue and Identify catering company – to be completed by 7th July.
- Select food choices and send to the caterer – to be completed by 11th July
- Book entertainers for the event – to be completed by 15th July
- Book caterer – to be completed by 15th July
- Confirm date of the picnic – to be completed by 15th July
- Send invitation emails to the employees – to be completed by 17th July
- Confirm readiness at least by one week before the Annual Summer Picnic – 24th July.
I look forward to your support throughout the planning period up until the success of the event.
Sincerely,
[Supervisor _]